GUIDELINES TO PARTICIPATING IN OPEN PUBLIC TENDERS

• A. PREPARATION OF TENDER DOCUMENTS

  1. Read and understand the Public Procurement Act, 2003, Act 663 as Amended by Act 914
  2. Read and understand the eligible requirements in the tender document.
  3. Consolidate all the documents required in the tender documents and ensure you have all the information when preparing your tender.
  4. Seek further clarifications from the procuring entity in writing when not clear about any requirement.
  5. Fill the documents as required by the instructions to tender and countersign all modifications.
  6. Provide all information required by the Procuring Entity in the tender document.
  7. Indicate all cost (quote total price including transport, insurance, design, maintenance etc and also include and indicate all duties, taxes and other levies.)
  8. Demonstrate that you are qualified for the tender
  9. Ensure your tender has the right validity period.
  10. Ensure the following for your tender security if applicable:

  • Tender security issued by appropriate institution
  • Tender security as appropriate amount
  • Tender security is valid within the tender validity period

  11. Quote in the currency (or currencies) acceptable to the public entity. Equally confirm the currency which will be used during payment.
  12. Find out if alternative tenders are allowed and if allowed confirm the following:

  • How they should be submitted?
  • How tender prices should be offered?
  • On what basis the alternative tenders will be evaluated?

   

  13. Paginate all your documents sequentially.
  14. Bind your documents to ensure some pages are not detached and lost.

• B. TENDER SUBMISSION

  1. Submit the documents as required or stated. e.g. Submit your tender sealed in an envelope and clearly labelled as per instruction.
  2. Submit your bid documents before submission deadline.
  3. Retain a copy of your tender document.
  4. Where possible attend the tender opening or send a representative to witness the tender opening.

• C. AFTER TENDER OPENING

  1. Maintain confidentiality by ensuring you not interfere / communicate with the public entity during evaluation.
  2. Accept correction of arithmetic errors when notified by the Public entity.
  3. Ensure all communications to the Procuring Entity is in writing.
  4. Extend your tender validity period if requested.

• D. CONTRACT EXECUTION AND IMPLEMENTATION

  1. Sign the contract if successful
  2. Provide performance guarantee if required
  3. Perform the obligations of the contract.